About changing the processing of customer ledger documents

You select the Hold documents on entry check field to indicate to the system that a new document should be saved as a draft.

That is, the Hold check field is selected by default, and the system saves each new document with the On hold status until a user clears the check field. When the user clears the check field, the system changes the document status to Balanced.

The Hold documents on entry setting affects system behaviour in the Sales invoices (AR301000), Customer payments (AR302000), and Cash sales (AR304000) windows. The system behaviour controlled by this option applies to all document types that can be created in these windows.

You select the Validate document totals on entry check field to prevent any actions from being performed on a document (that is still editable) until a user types the total amount of the document in the Amount field, which is displayed in the data entry window if the check box is selected. The amount that the user enters must be equal to the amount calculated by the system.

The Validate document totals on entry setting affects system behaviour in only the Sales invoices (AR301000) window.
The system behaviour controlled by this option applies to all document types that can be created on this window.

You select the Require invoice printing before release check box to prevent an invoice from being released until a user prints the invoice for those customers who prefer to receive printed copies.

The system assigns the Pending print status to the invoice when a user creates the invoice or clears the Hold check box if both the following conditions are met:

• The Print invoices check box is selected for the customer account on the Invoicing settings tab of the Customers (AR303000) window.
• The Printed check box is cleared for the invoice on the Invoicing address tab of the Sales invoices (AR301000) window.

You select the Require invoice emailing before release check box to prevent an invoice from being released until a user sends the invoice by email to those customers who prefer to receive invoices by email.

The system assigns the Pending email status to the invoice when a user creates the invoice or clears the Hold check box if both the following criteria are met:

• The Send invoices by email check box is selected for the customer account on the Invoicing settings tab of the Customers window.
• The Emailed check box is cleared for the invoice on the Invoicing address tab of the Sales invoices (AR301000) window.

These settings affect system behaviour in only the Sales invoices (AR301000) window.
The system behaviour controlled by this option applies to all document types that can be created in this window.

You select the Require payment reference on entry check box to prevent any actions from being performed on a document (that is still editable) until a user types the external reference number of the document in the Payment ref. field, which is displayed in the window.

You can turn on auto-numbering for this field when you configure a payment method.

The Require payment reference on entry setting affects system behaviour on the Customer payments (AR302000) and Cash sales (AR304000) windows. The system behaviour controlled by this option applies to all document types that can be created on these windows.

The processing workflow of batches generated in the Customer ledger workspace is controlled by settings in the Posting and retention settings section on the General settings tab of the Customer ledger preferences (AR101000) window.

By using these settings, you can do the following:

• Prevent the automatic posting of the batches generated when a document is released.
  To do this, you clear the Automatically post on release check box.
• Switch on the summarising of amounts of document lines that contain the same sales account in one transaction.
  To do this, you select the Post summary on updating genera ledger check box and make sure that the Summary option is specified for the sales account in the Post option column in the Chart of accounts (GL202500) window.
  For details: See the description of the check box in Customer ledger preferences (AR101000).